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Published 7 Nov 2025, 14:55 GMT

Official UK procurement notice

Pan Government Records Management Contract

Official notice Competition analysis

Authority: Ministry of Defence (Central government)

ServicesAbove thresholdSME suitable
Sectors: Recreational, cultural and sporting services (92) Delivery: UK
Planned pipeline value£250,000,000pipeline notice, not a live tender
Tender notice expected 7 Nov 2028from the planned procurement notice
Contract term 10 yrsends 6 Dec 2038 · up to 6 Dec 2040 with extensions · starts 7 Dec 2028

What is being bought

Published requirement description

The Ministry of Defence currently manages a Pan-Government Public Private Partnership (PPP) contract for the storage, management, and transportation of public records. This contract, known as the Pan-Government Records Management Contract (PGRMC), is utilised by 20 Other Government Departments (OGDs) and Arms-Length Bodies (ALBs). A portion of the records managed under this arrangement are classified as SECRET, with the remainder classified up to OFFICIAL-SENSITIVE.

With the existing contract set to expire in 2028, the MOD, in collaboration with other government departments, is actively considering its approach to re-procuring these critical services and to that aim is undetakening preliminay market engagement in Novembe 2025.

The key elements of the requirement are:

  • Secure Storage
  • Management of Records
  • Transport of Records
  • Scanning Services
  • Bulk Destruction of Records

CPV: Archive services

The lotProcurement structure

single lot · no lot value published
Lot #1PlannedRenewal 10 yrsSME
Contract period: 7 Dec 2028 – 6 Dec 2038 (10 yrs) · up to 6 Dec 2040 with extensions
Delivery: UKEligibility: SME eligible
Extensions: Extension options published
92512000 Archive services

Who is likely to bid for this lot ↓

Pipeline intelligence · planning stage: how this market runs before the tender is published

How Ministry of Defence buys Library and archive services (CPV 9251), and who usually turns up

Ministry of Defence’s own published record, next to the published market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: Library and archive services (CPV 9251) →

1

How the contest usually goes

Winner shares use published awards; bid and price charts use contested lots.

Question for the bid
This buyerMinistry of Defence · all categories
The marketLibrary and archive services (CPV 9251)
What to do with it
How often do SMEs win?
i

How often small and medium firms win.

Share of awards where the winner’s size is known.

The counts under this question show how many awards have a known supplier size.

Last 36 months.

Buyer: 262 of 712 known-size awards · market: no supplier sizes published
37%—

Small firms have won here. Neither number says whether you qualify; it describes who has been winning.

How often do local suppliers win?
i

How often local firms win similar work.

Winners with a registered address in the delivery region, out of awards with a known address.

A local branch does not count if the registered address is elsewhere.

Last 36 months.

Buyer: 82 of 311 known-location awards · market: no winner locations published
26%—

Most of this buyer’s recorded winners are registered outside the delivery region.

How long to a decision?
i

How long buyers here take to decide after bids close.

Middle value in days from the deadline to the first award notice, on competitions that published both dates.

Only decided tenders count, so slow ones still waiting are not in.

Last 36 months.

Buyer: 82 decided notices · market: no decision dates published
43 days—

Half of these awards were announced within 43 days of the bid deadline.

How often single-bid or direct?
i

How often work is awarded with no recorded rival.

Direct awards and tenders where every published lot count shows one bid.

The buyer’s share is a minimum: some awards have no bid count.

Thin markets produce this too; it is not proof of a tailored specification.

Last 36 months.

Buyer: at least 560 of 970 procurements with awards had no recorded rival · market: no bid counts or routes published
58%—

Direct awards or one recorded bid are common here. Check the route before spending time on a bid.

How many bids did past lots attract?

i

How many bids past lots received.

Each colour is a bid-count range. Only competed lots with a published count are included.

Past bids do not predict this tender.

Last 36 months.

This buyer279 lots with bid counts · all categories
46% had one bid
The marketNo bid counts published
Buyer · select a colour for counts
1 bid46%
Buyer: 128 of 279 lots with published bid counts.
2–332%
Buyer: 89 of 279 lots with published bid counts.
4–617%
Buyer: 48 of 279 lots with published bid counts.
7+5%
Buyer: 14 of 279 lots with published bid counts.

How did awards compare with estimates?

i

Where winning prices landed against estimates.

Each colour shows awards below, close to or above the published estimate, one lot at a time.

Past prices are a guide, not a bid price.

Last 36 months.

This buyer92 lots with estimate and award · all categories
61% below estimate
The marketNo estimate-and-award pairs published
Buyer · select a colour for counts
Below estimate61%
Buyer: 56 of 92 lots with an estimate and award.
Within ±2%23%
Buyer: 21 of 92 lots with an estimate and award.
Above estimate16%
Buyer: 15 of 92 lots with an estimate and award.
2

Assess each lot
i

What past awards tell you about each lot.

See the forecast, this buyer’s earlier suppliers and firms with relevant wins.

No supplier is confirmed as a bidder.

Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list

Lot #1CPV 9251120 monthsSME suitablePublished estimate£250m
Expected competition
i

How many bids this lot may attract.

The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.

Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 15 past lots.

A forecast, not a list of bidders.

—No model forecast yet20% single-bid risk
Past bids on 15 similar lots
1 bid20%
3 of 15 similar past lots received 1 bid (20%).
2–327%
4 of 15 similar past lots received 2–3 (27%).
4–647%
7 of 15 similar past lots received 4–6 (47%).
7+7%
1 of 15 similar past lots received 7+ (7%).
Comparable past lots usually drew 4 bids.
Commercial price forecast
i

Where the award price may land.

The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.

No comparable awards for this lot yet.

A statistical guide from past awards, not a price to bid.

—No model forecast yet
No comparable awards on record for this lot’s category yet. The published estimate is £250m, and the forecast stays empty until the market has a record to read.

Who has supplied this buyer on similar work?
i

Who has done similar work for this buyer.

Past contracts are matched by buyer, title and type of work.

A past supplier may not bid again.

No earlier contract of this buyer matches this lot on the published record.

Who could compete for this lot?
i

Who could compete for this lot?

Firms with relevant past wins. On a framework, we show firms on that agreement.

None is confirmed as a bidder.

Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.

About this data
  • Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
  • Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
  • Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
  • Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.

Procedure terms & legal framework

From the official record
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Planned procurement
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
7 Nov 2025, 14:55 GMT
Last source update
11 Nov 2025, 14:36 GMT
FTS notice number
2025/S 000-072844
Latest notice
Pipeline notice (UK1)
Classification (CPV)
Archive services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-05dcf0 Find a Tender

How it was run

Official notice
Submission deadline
—

Timeline

7 Nov 2025 → 7 Dec 2028 · 5 dates
  1. Planning notice published348 days ago
    7 Nov 2025, 14:55 GMT
  2. Latest notice published344 days ago
    11 Nov 2025, 14:36 GMT
  3. Market engagement289 days ago
    5 Jan 2026, 23:59 GMT
    1. Given the need to reprocure a records management service, and recognising the technological advancements and the growing emphasis on digital, the Authority is initiating a Pre Market Engagement (PME) exercise for the PGRMC. This process aims to:
    • Assess market interest, capacity, and capability.
    • Explore innovative solutions to address key challenges.
    • Inform the strategy for the upcoming procurement.
    1. This PME is intended to help identify the potential bidders who can deliver the required services and who can collaborate with the Ministry of Defence and Other Government Departments to achieve the Authority’s long-term strategic objectives. It will inform and shape the next steps and strategy for this procurement, based on the information and feedback received, ensuring that the proposed solution is robust, realistic and aligned with market conditions and appetite.
    2. The PME exercise is designed to achieve the following:
    • Identify Potential Bidders
    • Explore Alternative Solutions
    • Gather Feedback on Commercial Constraints
    • Understand Risks and Opportunities
    • Shape the Service Requirement
    1. The PME process will follow these timelines:
    • 18 Nov 2025 - Potential bidders register interest in participating in the PME to the MOD point of contact.
    • 18 Nov 2025 - PME information pack issued to potential bidders
    • 27 Nov 2025 - Webinar/Plenary presentation on the requirement and future procurement process (via MS Teams)
    • 9 & 10 Dec 2025 - Bilateral meetings between MOD and potential bidders (via MS Teams).
    • 5 January 2026 Potential bidders provide written feedback to the MOD point of contact.

    Registering an Interest in Participating in the Market Engagement

    1. Potential bidders interested in participating in this preliminary market engagement process should notify the MOD point of contact on [email protected] no later than 12:00hrs GMT on 18 November 2025 detailing their company name, the names of those wishing to attend, their position/ title and email contact details. The point of contact will then send a copy of the information pack ahead of the bilateral presentation.
  4. Today
    22 Oct 2026
  5. Tender notice expected
    7 Nov 2028, 23:59 GMT
  6. Contract starts
    7 Dec 2028

Notice history

3 events · 2 releases on Find a Tender · since 7 Nov 2025
  1. Preliminary market engagement notice published
    7 Nov 2025, 14:55 GMT
    UK2
  2. Pipeline notice published
    11 Nov 2025, 14:36 GMT
    UK1
  3. Status changed to planned
    11 Nov 2025, 14:36 GMT

Commercial outcome & contract awards

Pipeline notice
Awards (0)
No award published
Contracts (0)
No contract published
Bid statistics
No aggregate bid statistics published

Contracting authority & participating public bodies

Ministry of Defence

Contracting authorityPublic authority - central government GB-PPON: PHVX-4316-ZVGZ Whitehall, London, London, SW1A2HBContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure